Time Off in Lieu (TOIL) is a way for team members to accrue leave for overtime hours worked, instead of receiving a cash payment for those hours.

This article summarises how Time Off in Lieu (TOIL) works in Deputy for our customers based in the UK and the US.

Before you read

• Target audience: This article is for users with System Administrator or Advisor access.
• Feature rollout: This feature is currently being tested in closed beta and is only available to a limited number of customers who are using Deputy HR.

This article covers

• Pre-requisites
• Navigating to TOIL set-up 
• How to configure the TOIL accrual settings

Pre-requisites

This article assumes that the pay rates - and associated pay rules - that you'll be adding TOIL to already exist in your Pay Rate Builder, either because you're using a pay rate from our Pay Rate Builder library, or because you've created the pay rule yourself. 

If you need to create a new pay rule, you'll need to do that before continuing with this guide. Some common pay rule calculation types used with TOIL are Daily overtime and Period overtime. 

If you're new to using Pay Rate Builder, check out our Introduction to Pay Rate Builder article. 

Note: When you configure TOIL accrual, Deputy automatically converts all overtime from the selected pay rules into TOIL

Navigating to TOIL set-up 

1. In Pay Rate Builder, select three dots (...) next to the pay rate you want to edit and click View.
2. Select Pay rules from the left-hand menu, scroll down until you find the Time off accruals section, and click Add.

How to configure the TOIL accrual settings

Follow these steps to configure each setting:

1. Set accrual rate: Enter the rate at which TOIL should be accrued. For example, entering 1.5 means an employee will earn 1.5 hours of TOIL for every 1 hour of eligible overtime worked. 

   

2. Select pay rules: From the drop-down, select all the overtime pay rules that should apply this TOIL accrual instead of cash payment. Note: The drop-down will only display pay rules in this pay rate that have their Rate Type set to 'Overtime' (find the pay rule's Rate Type in advanced pay settings). 
   You will need to be familiar with which rules apply to your business.

   

    

3. Select the leave policy to receive time off: From the drop-down, choose the leave policy where you want the TOIL hours to be stored. Deputy's Time Off in Lieu leave policy should appear in this drop-down, along with any other custom leave policies you've created that have been assigned the leave Type 'Time in Lieu'. 

   

4. Click Save.

Need more help with TOIL? Head to the Getting started with TOIL for Deputy Payroll article for the full picture.

Exporting TOIL Accruals

By default, hours assigned as time off in lieu (TOIL) are not included in timesheet exports.

You can change this behaviour in the individual pay rules by marking TOIL hours as exportable. This can be useful if you want the hours to appear on payslips or in payroll reporting.

To avoid double payment, make sure the paid hours are set to $0 in both Deputy and your payroll provider when exporting TOIL accruals.

The following TOIL-related fields are also available in the custom payroll exporter:

• TOIL Value — The number of worked hours assigned as TOIL.
• TOIL Multiplier — The amount of TOIL earned per worked hour. For example, a multiplier of 1.5 means a team member receives 1.5 hours of TOIL for each overtime hour worked.
• Is TOIL — A boolean value indicating whether the hours were included in TOIL accruals.